Upload and review invoices
Email forwarding is the default invoice flow, but sometimes you have a PDF in hand — backfilling old invoices, a hand-delivered statement, a fax that landed on your desk. Direct upload runs the exact same parser and matcher; it just skips the email channel.
When to use upload vs. forwarding
| Situation | Use |
|---|---|
| Recurring weekly invoices from main suppliers | Email forwarding |
| Hand-delivered or faxed invoice | Upload |
| Backfilling a month of history | Upload (one at a time) |
| Supplier doesn't email PDFs | Upload |
| Testing the parser before enabling auto-forward | Upload |
For ongoing operations, set up email forwarding for the suppliers you order from regularly. Use upload for everything else.
Upload flow
Go to Receive products.
- In the invoice ingestion section, tap Upload invoice.
- Pick a PDF (or image — JPG, PNG also work for legible scans).
Wait for parsing. Takes a few seconds for clean PDFs, longer for multi-page or scanned ones.
- Review the parsed line items in the ingestion detail modal.
- Confirm product matches for anything unmatched or ambiguous.
- Approve to create the receipt.
What the review screen shows
The ingestion detail modal lists every line item with a status badge:
| Status | Meaning | Action |
|---|---|---|
| Matched | Supplier item code mapped to a product | None — proceed |
| Ambiguous | Multiple possible products by name | Pick the right one from the dropdown |
| Unmatched | No supplier code mapping, no name match | Pick a product (saves the mapping) or create one |
| Mapped | Just-confirmed mapping from this session | None |
| Created | New product was just made | None |
| Skipped | You chose to exclude this line | Removed from the receipt |
You can skip lines that aren't products you stock (e.g., a "Fuel surcharge" fee on the invoice).
Editing parsed data
The parser does its best, but sometimes you'll want to override:
- Quantity — if the parser read
8but the line clearly says8.5, edit inline. - Unit — if the parser picked
lbbut you actually receive incase, change the dropdown. - Cost — if the parser missed a line discount, correct the number.
Every edit is captured and reflected in the saved receipt.
What happens after approval
- A receipt is created with the matched line items.
- Inventory entries are added for each item (using the chosen quantity, unit, and cost).
- Weighted-average cost recomputes for each affected product.
- Supplier item code mappings are saved for next time.
- The ingestion record is marked Completed in the queue.
Failed parses
If a PDF is too low-quality or contains no extractable line items, the ingestion is marked Failed. You'll see why (bad scan, no recognizable structure, etc.) and can either re-upload a better copy or fall back to manual receiving.
Common mistakes
Approving without reviewing unmatched lines
Unmatched lines are dropped from the receipt by default. If you approve without confirming them, the receipt is incomplete — quantities don't reflect what you actually received.
Editing the parsed quantity when the parse was right
The parser correctly reads multi-pack sizes (6 x 12 oz) as one quantity. If you "fix" that to
one of the inner numbers, the receipt becomes wrong. Verify against the actual PDF before
overriding.
Uploading the same PDF twice
Rinvy attempts duplicate detection, but it isn't perfect across slightly different PDF copies of the same invoice. Check ingestion history before re-uploading.